When it comes to record storage a business can use an off-site storage facility or manage their storage in house. If you decide to use an off-site storage facility, there are a few things you should discuss with the manager or operator of the facility. 

Ask the operator of the building is located above any flood plains, not near any potential hazards such as train tracks or businesses that may contain hazardous materials, and if the facility is in a reasonably safe area. Also, ask about the structure of the building and safety measures that are provided within. The building must meet local building codes, have fire-resistive construction, have working fire, smoke, heat detection and alarm systems connected to the city’s emergency services. An operating sprinkler system must also be installed. Concrete flooring is preferable because it reduces moisture and fibers in the air and the roofing, drains, windows, piping, HVAC, pest control and cleaning procedures must be properly inspected and maintained. 

Areas within the building where records are being stored also needs to meet additional criteria. The building must be climate controlled, well ventilated, with temperatures not exceeding 70 degrees and humidity not exceeding 30 to 50 percent. No windows should be present in the area where documents are stored. Sunlight can cause foxing (browning of the paper) and can cause the paper records to become brittle. 

Make sure the facility uses commercial steel shelving with a powder coating or sealed with baked enamel. The shelving must be 12 inches apart for paper records and document boxes. Each shelving system also needs to be labeled with a unique identifying number for easy location of records.

Finally ask about secured areas for important or sensitive documents. Most facilities will have a caged area or a locked room where these documents can be stored in a more secure location.

Asking these questions before choosing an off-site storage facility will provide you with the information you need to ensure your records are safely stored.

If you’re a business or individual in need of record storage in Arizona fill out the form to the right or give us a call at 602-273-3045.